Formal Letter Format | Difference, Types of Formal and Informal Letter Formats

Formal Letter Format: A formal letter has a specific format that needs to be followed. This article has all the necessary information about a formal letter format in English, formal letter format to Principal, types of formal letter format, formal letter format to the editor,etc.

There are two types of letters mainly: Formal and Informal Letters.

Formal writing is more professional and mainly utilized for a job or educational purposes. Sentences should be short and simple, whereas informal writing is used for personal and casual purposes and sentences need to be lengthy and complex.

In this article, the informal letter format has also been discussed.

Format Formal Letter

Formats of the formal Letter

A formal letter must obey certain rules and patterns, which helps in professionally communicating the information.

  • Sender’s Address: It is usually written on the top right-hand corner of the page. The address should be exact and detailed if the recipient of the letter wants to contact the sender for more communication.
  • Date: It is written just below the sender’s address on the right side of the page on which the letter is composed.
  • Receiver’s Address: After leaving some space after the date, the recipient’s address is written on the left side of the page. The receiver’s official surname /name/position etc. should be written in the address starting that is in the first line.
  • Salutation: Here, we greet the person we are addressing the letter. It is a formal letter, so the regards must be polite and very personal. The salutations used in formal letters are “Sir” or “Madam.”

If the individual’s name is known, the salutation possibly is “Mr. PQR,” etc., but you cannot use only the first name while addressing. It must have the full name or only their surname.

  • Subject: After the salutation, the subject of the letter is written. In the center of the line, the word ‘Subject” is written with a colon at the end. The reason for writing the letter is summed up in one line. This helps the receiver to focus on the subject of the letter just by a glance.
  • Body of the formal Letter: Writing should be as brief as possible, often between three to four passages in total. The first part should be short and is composed to bring up the objective of the letter.

The paragraphs in the middle of the letter should include the appropriate message related to the matter of the letter. You should explain each sentence logically and in an organized way.

The last paragraph of the letter states what action the sender expects the recipient to carry.

  • Sign off: Just like salutations, there are also regulations about how to sign-off the letter. Yours faithfully, Yours sincerely, etc., are generally used in the case of formal letters.
  • Signature: The sender should inscribe their name in capital letters and then sign underneath.

Tips for Formatting the Letter

Points one can follow to format the letter:

  • You should write a simple letter that is focused on the topic.
  • The letter should be single-spaced.
  • The font should be plain.
  • You should give a blank line after the salutation.

Formal letter format to Principal

A school student might require to compose a letter to the Principal for several purposes, be it asking for medical leave, approval for organizing an exhibition in the school, etc. Here is the format for the Principal:

  • The Principal
  • You should provide the School name
  • Address of the school
  • The date on which the letter is composed.
  • Salutation: Respected Sir/Ma’am
  • Subject: Justification for writing the letter
  • Body of the Letter: The name and class of the sender should be given along with the explanation for the application and then should show gratitude towards the Principal, complimentary note as an ending acknowledgment for

principal’s time for reading the letter.

  • Closing Line: Yours Sincerely/Faithfully
  • Sender’s Name: One should conclude the letter by citing their name and other important details like class, section,

Types of formal letter format

  • Popularly there are three-letter formats.
  • Semi block style is the primary format of a formal letter that aligns the sender’s address and signature on the right-hand side of the page. In contrast, the receiver’s address and greeting are aligned on the left side, and the subject part appears at the center.
  • The second format alignment of the formal letter’s elements is on the left side of the page.
  • In the third format of a formal letter, the elements such as the sender’s address, recipient’s address, and the salutation are lined up on the left side of the page, and the signature is put on the right side of the page. In contrast, the subject is aligned in the center of the page.

Format of writing a formal letter to an editor

  • The letter should start with a simple greeting.
  • If the editor’s name is not known, writing “To the Editor:” is enough. If the writer knows the editor’s name, then you should use it preferably.
  • The opening passage is very significant to grab readers’ attention by writing the letter’s subject matter.
  • The reason for the letter should be explained properly at first, and it led be concise.
  • You should explain the importance of the particular issue related to the letter in plain and simple language.
  • Evidence should be provided for any praise or criticism the writer note on the letter.
  • You can give suggestions about the matter.
  • It should be brief as generally, shorter letters have an adequate opportunity of being published.
  • You should write your full name and title and the email, phone number, and address.

The difference between a Formal and an Informal letter

There are certainly major differences between the formal and informal Letterlike an expression of a formal letter is proficient and formal. In contrast, the tone of an informal letter is familiar; individuals usually compose formal letters in the first or third person. At the same time, you can write information from any viewpoint, formal, are usually typed, while informal letters can be handwritten.

Some more are listed below:

Formal Letter Format

  • Formal letters are written for government offices, chairholders, institutions, etc.
  • In a formal letter, the person to whom one is writing is not a buddy or anyone known.
  • To make a decent impression on the recipient, one uses formal words and sentences.
  • In a formal letter, they should write the receiver’s name, title, and address on the top left, and their name and address on the top right and sign off at the lowermost left of the page with Yours truly or Yours faithfully.

Informal Letter Format

  • Informal letters are written for friends, and the tone is also simple and light.
  • There is no definitive framework to obey, and there is no need to use any strict style and tone, and they should sign off at the bottom with yours lovingly, etc.

Format of informal Letter

  • The format of an informal letter should have the things mentioned below:
  • Sender’s address
  • Date of writing a letter
  • Address of recipient
  • Greeting
  • The body of the letter has mainly three paragraphs; the first is used to ask about the person’s well-being, second is to write the actual explanation for the letter. Third, an expectation for a reply or any form of gesture from the receiver.
  • Conclusion
  • Signature of the one sending the letter

Types of Informal Letter

Informal letter types:

  • Letter to Parents
  • Letter to cousins
  • Informal letter to a buddy
  • Letter to collegemate
  • Letter to a neighborhood friend

Wrap up

Understanding the formatting of a letter is one of the major tasks to go right with the letter and define the letter’s subject clearly. To conclude this article, I would state that if one fulfills all of the instructions mentioned above, they will be able to write a decent professional letter.

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